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HomeMy WebLinkAbout03 - Restroom Portering and Paper Good Delivery ServicesPORT CITY OF O � _ i NEWPORT BEACH City Council Staff Report <i FO RN May 8, 2018 Agenda Item No. 3 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: David A. Webb, Public Works Director - 949-644-3311, dawebb@newportbeachca.gov PREPARED BY: Shelby Morgan, Management Assistant smorganC@_newportbeachca.gov PHONE: 949-644-3013 TITLE: Approval and Award of Agreement with Ed Building Maintenance Services for Restroom Portering and Paper Good Delivery Services ABSTRACT - The City utilizes a contractor to perform restroom portering services to clean the City's beach restroom facilities and to deliver City -provided paper products to various City facilities. The Public Works Department proposes an agreement with Ed Building Maintenance Services to provide these services. RECOMMENDATION: a) Determine this action is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because this action will not result in a physical change to the environment, directly or indirectly; and; b) Approve the agreement with Ed Building Maintenance Services for restroom portering and paper good delivery services for a three-year term with a total not -to -exceed amount of $600,000, and authorize the Mayor and City Clerk to execute the agreement. FUNDING REQUIREMENTS: The current budget contains sufficient funding to provide these services for the remainder of this fiscal year. Additional funding will be requested on the FY 18-19 Budget Checklist for the increase in costs next year and in the future. DISCUSSION: The City utilizes a janitorial contractor to provide restroom portering services and the delivery of paper goods to various City restrooms. Restroom portering started in the early 2000s to supplement the primary daily cleaning of beach area restrooms. The beach restrooms are currently cleaned in the early morning hours by the City's main janitorial contractor, ABM Services, Inc. 3-1 Approval and Award of Agreement with Ed Building Maintenance Services for Restroom Portering and Paper Good Delivery Services May 8, 2018 Page 2 During the summer months, the beach restroom facilities are heavily used every day and require additional cleaning. The duties of the porters include litter pickup, light cleaning of the restrooms, stocking supplies, and informing staff of any items that require repair. The contractor utilizes three portering teams, each comprised of a male and a female employee. The teams are based in the Newport Pier, Balboa Pier, and Corona del Mar areas. The restrooms covered by this porter service include the Newport and Balboa Pier restrooms, 15th Street restrooms, Washington Street restrooms, Corona del Mar Main Beach and Little Corona restrooms, Marina Park restrooms, the 19tH 58th and Orange Street restrooms, and the ferry and fire station restrooms on Balboa Island. These teams typically work between 11 a.m. until 7 p.m., 7 days per week, from Memorial Day weekend to Labor Day weekend. Utilizing this service substantially cuts the number of restroom complaints received and keeps the facilities in a clean appearance throughout the day. Additionally, this contractor has the year-round responsibility to deliver paper products to five (5) facilities and twenty-four (24) public restroom facilities throughout the City. The materials are picked up from the Corporation Yard, and the contractor delivers them to storage closets in beach and park restrooms, as well as City Hall. Ed Building Maintenance Services is the current vendor for these services, under a contract that expired on April 30, 2018. In February, the Public Works Department issued a Request for Proposals (RFP) for restroom portering and paper good delivery services. Proposals were due March 14, 2018. The City received three proposals in response to the RFP, and a committee of evaluators from the Public Works Department reviewed the proposals and evaluated the firms independent of pricing. The Finance Department's Purchasing Agent calculated the cost score based on the differential in cost between the respondents. Ed Building Maintenance Services scored the highest in both the technical and cost ratio categories. Ed Building Maintenance has provided the City with this service since 2012 and has been very successful in their previous contracts, receiving excellent reviews from City staff. Their proposed costs are also the lowest of the three proposers, and Public Works is confident we will have another successful contract with their firm. The pricing in the agreement is based on a flat hourly rate. The previous agreement included an hourly rate of $14.00 per hour. The new rate is $19.00, which staff believes is fair based upon the rising minimum wage, the cost of employee benefits, and their transportation both to the worksite and between City facilities. As noted above, this is the lowest cost among the three proposals received. 3-2 ED BUILDING MAINTENANCE SPECTRUM FACILITY MAINTENANCE SUNSET PROPERTY SERVICES TECHNICAL SCORE (OUT OF 50): 46.67 30.00 32.33 COST RATIO SCORE (OUT OF 50): 50.00 43.85 25.93 AGGREGATE SCORE (OUT OF 100): 96.67 73.85 58.26 OVERALL RANK: 1 2 3 Ed Building Maintenance Services scored the highest in both the technical and cost ratio categories. Ed Building Maintenance has provided the City with this service since 2012 and has been very successful in their previous contracts, receiving excellent reviews from City staff. Their proposed costs are also the lowest of the three proposers, and Public Works is confident we will have another successful contract with their firm. The pricing in the agreement is based on a flat hourly rate. The previous agreement included an hourly rate of $14.00 per hour. The new rate is $19.00, which staff believes is fair based upon the rising minimum wage, the cost of employee benefits, and their transportation both to the worksite and between City facilities. As noted above, this is the lowest cost among the three proposals received. 3-2 Approval and Award of Agreement with Ed Building Maintenance Services for Restroom Portering and Paper Good Delivery Services May 8, 2018 Page 3 The Facilities Maintenance budget includes sufficient funding for the remainder of the fiscal year. An additional amount of $45,000 will be included in the FY 2018-19 Budget Checklist to fund the increase in the next fiscal year. Additionally, the Budget Checklist includes our department request for an extra $25,000 per year to fund these services during occasional warm weather weekends outside the summer months. The Public Works Department thus recommends award of the agreement for restroom portering and paper good delivery services with Ed Building Maintenance Services, for a term of three years and a total amount not to exceed $600,000. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). ATTACHMENT: Attachment A — Maintenance/Repair Services Agreement 3-3 ATTACHMENT A JANITORIAL SERVICES AGREEMENT WITH ED BUILDING MAINTENANCE SERVICES FOR RESTROOM PORTERING AND PAPER GOOD DELIVERY JANITORIAL SERVICES THIS JANITORIAL SERVICES AGREEMENT ("Agreement") is made and entered into as of this 8th day of May, 2018 ("Effective Date"), by and between the CITY OF NEWPORT BEACH, a California municipal corporation and charter city ("City"), and ED BUILDING MAINTENANCE SERVICES, a California general partnership ("Contractor"), whose address is 23535 Palomino Drive #249 Diamond Bar, California 91765, and is made with reference to the following: RECITALS A. City is a municipal corporation duly organized and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the statutes of the State of California and the Charter of City. B. City desires to engage Contractor to perform routine, recurring or usual janitorial services for City ("Project"). C. Contractor possesses the skill, experience, ability, background, certification and knowledge to provide the janitorial services described in this Agreement. D. Contractor has examined the location of all proposed work, carefully reviewed and evaluated the specifications set forth by City for the Project, is familiar with all conditions relevant to the performance of services, and has committed to perform all work required for the compensation specified in this Agreement. NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows: 111=10JII The term of this Agreement shall commence on the Effective Date, and shall terminate on May 7, 2021, unless terminated earlier as set forth herein. 2. SERVICES TO BE PERFORMED 2.1 Contractor shall diligently perform all the services described in the Scope of Services attached hereto as Exhibit A and incorporated herein by reference ("Services" or "Work"). As a material inducement to City entering into this Agreement, Contractor represents and warrants that Contractor is a provider of first class work and Contractor is experienced in performing the Work contemplated herein and, in light of such status and experience, Contractor covenants that it shall follow community professional standards with the ordinary degree of skill and care that would be used by other reasonably competent practitioners of the same discipline under similar circumstances, in performing the Work required hereunder, and that all materials will be of good quality. 3-4 2.2 Contractor shall perform all Work required to be performed, and shall provide and furnish all the labor, materials, necessary tools, expendable equipment and all utility and transportation services necessary for the Project. 3. TIME OF PERFORMANCE 3.1 Time is of the essence in the performance of Services under this Agreement and Contractor shall perform the Services in accordance with the schedule included in Exhibit A. In the absence of a specific schedule, the Services shall be performed to completion in a diligent and timely manner. The failure by Contractor to strictly adhere to the schedule set forth in Exhibit A, if any, or perform the Services in a diligent and timely manner may result in termination of this Agreement by City. 3.2 Notwithstanding the foregoing, Contractor shall not be responsible for delays due to causes beyond Contractor's reasonable control. However, in the case of any such delay in the Services to be provided for the Project, each party hereby agrees to provide notice within two (2) calendar days of the occurrence causing the delay to the other party so that all delays can be addressed. 3.3 Contractor shall submit all requests for extensions of time for performance in writing to the Project Administrator as defined herein, not later than two (2) calendar days after the start of the condition that purportedly causes a delay. The Project Administrator shall review all such requests and may grant reasonable time extensions for unforeseeable delays that are beyond Contractor's control. 3.4 For all time periods not specifically set forth herein, Contractor shall respond in the most expedient and appropriate manner under the circumstances, by fax, hand - delivery or mail. 4. COMPENSATION TO CONTRACTOR 4.1 City shall pay Contractor for the Services on a time and expense not -to - exceed basis in accordance with the provisions of this Section and the Schedule of Billing Rates attached hereto as Exhibit B and incorporated herein by reference. Except as otherwise provided herein, no rate changes shall be made during the term of this Agreement without the prior written approval of City. Contractor's compensation for all Services performed in accordance with this Agreement, including all reimbursable items, shall not exceed Six Hundred Thousand Dollars and 001100 ($600,000.00), without prior written amendment to the Agreement. 4.2 Upon the first anniversary of the Effective Date and upon each anniversary of the Effective Date thereafter, the billing rates set forth in Exhibit B ("Billing Rates") shall be adjusted in proportion to changes in the Consumer Price Index, subject to the maximum adjustment set forth below. Such adjustment shall be made by multiplying the Billing Rates in Exhibit B by a fraction, the numerator of which is the value of the Consumer Price Index for the calendar month three (3) months preceding the calendar month for which such adjustment is to be made, and the denominator of which is the value of the Consumer Price Index for the same calendar month immediately prior to Effective Date. The Consumer Price Index to be used in such calculation is the "Consumer Price Index, All Items, 1982-84=100 for All Urban Consumers (CPI -U)", for the Los Angeles - Ed Building Maintenance Services Page 2 3-5 Riverside -Orange County Metropolitan Area, published by the United States Department of Labor, Bureau of Labor Statistics. If both an official index and one or more unofficial indices are published, the official index shall be used. If said Consumer Price Index is no longer published at the adjustment date, it shall be constructed by conversion tables included in such new index. In no event, however, shall the amount payable under this Agreement be reduced below the Billing Rates in effect immediately preceding such adjustment. The maximum adjustment increase to the Billing Rates, for any year where an adjustment is made pursuant to this Section, shall not exceed the Consumer Price Index or 2.0% of the Billing Rates in effect immediately preceding such adjustment, whichever is less. 4.3 Contractor shall submit monthly invoices to City describing the Work performed the preceding month. Contractor's bills shall include the name and/or classification of employee who performed the Work, a brief description of the Services performed and/or the specific task in the Scope of Services to which it relates, the date the Services were performed, the number of hours spent on all Work billed on an hourly basis, and a description of any reimbursable expenditures. City shall pay Contractor no later than thirty (30) calendar days after approval of the monthly invoice by City staff. 4.4 City shall reimburse Contractor only for those costs or expenses specifically identified in Exhibit B to this Agreement, or specifically approved in writing in advance by City. 4.5 Contractor shall not receive any compensation for Extra Work performed without the prior written authorization of City. As used herein, "Extra Work" means any Work that is determined by City to be necessary for the proper completion of the Project, but which is not included within the Scope of Services and which the parties did not reasonably anticipate would be necessary at the execution of this Agreement. Compensation for any authorized Extra Work shall be paid in accordance with Exhibit B. 5. PROJECT MANAGER 5.1 Contractor shall designate a Project Manager, who shall coordinate all phases of the Project. This Project Manager shall be available to City at all reasonable times during the Agreement term. Contractor has designated Billie Alexander to be its Project Manager. Contractor shall not remove or reassign the Project Manager or any personnel listed in Exhibit A or assign any new or replacement personnel to the Project without the prior written consent of City. City's approval shall not be unreasonably withheld with respect to the removal or assignment of non -key personnel. 5.2 Contractor, at the sole discretion of City, shall remove from the Project any of its personnel assigned to the performance of Services upon written request of City. Contractor warrants that it will continuously furnish the necessary personnel to complete the Project on a timely basis as contemplated by this Agreement. 6. ADMINISTRATION This Agreement will be administered by the Municipal Operations Department. City's Facilities Maintenance Supervisor or designee shall be the Project Administrator and shall have the authority to act for City under this Agreement. The Project Ed Building Maintenance Services Page 3 3.6 Administrator shall represent City in all matters pertaining to the Services to be rendered pursuant to this Agreement. 7. CITY'S RESPONSIBILITIES To assist Contractor in the execution of its responsibilities under this Agreement, City agrees to provide access to and upon request of Contractor, one copy of all existing relevant information on file at City. City will provide all such materials in a timely manner so as not to cause delays in Contractor's Work schedule. 8. TYPE AND INSTALLATION OF MATERIALS/STANDARD OF CARE 8.1 Contractor shall use only the standard materials described in Exhibit A in performing Services under this Agreement. Any deviation from the materials described in Exhibit A shall not be installed or utilized unless approved in advance and in writing by the Project Administrator. 8.2 All of the Services shall be performed by Contractor or under Contractor's supervision. Contractor represents that it possesses the personnel required to perform the Services required by this Agreement, and that it will perform all Services in a manner commensurate with community professional standards and with the ordinary degree of skill and care that would be used by other reasonably competent practitioners of the same discipline under similar circumstances. All Services shall be performed by qualified and experienced personnel who are not employed by City. By delivery of completed Work, Contractor certifies that the Work conforms to the requirements of this Agreement, all applicable federal, state and local laws and legally recognized professional standards. 8.3 Contractor represents and warrants to City that it has, shall obtain and shall keep in full force and effect during the term hereof, at its sole cost and expense, all licenses, permits, qualifications, insurance and approvals of whatsoever nature that is legally required of Contractor to practice its profession. Contractor shall maintain a City of Newport Beach business license during the term of this Agreement. 8.4 Contractor shall not be responsible for delay, nor shall Contractor be responsible for damages or be in default or deemed to be in default by reason of strikes, lockouts, accidents, acts of God, or the failure of City to furnish timely information or to approve or disapprove Contractor's Work promptly, or delay or faulty performance by City, contractors, or governmental agencies. 9. RESPONSIBILITY FOR DAMAGES OR INJURY 9.1 City and all officers, employees and representatives thereof shall not be responsible in any manner for any loss or damage to any of the materials or other things used or employed in performing the Project or for injury to or death of any person as a result of Contractor's performance of the Services required hereunder; or for damage to property from any cause arising from the performance of the Project by Contractor, or its subcontractors, or its workers, or anyone employed by either of them. 9.2 Contractor shall be responsible for any liability imposed by law and for injuries to or death of any person or damage to property resulting from defects, Ed Building Maintenance Services Page 4 3.7 obstructions or from any cause arising from Contractor's Work on the Project, or the Work of any subcontractor or supplier selected by Contractor. 9.3 To the fullest extent permitted by law, Contractor shall indemnify, defend and hold harmless City, its City Council, boards and commissions, officers, agents, volunteers, and employees (collectively, the "Indemnified Parties") from and against any and all claims (including, without limitation, claims for bodily injury, death or damage to property), demands, obligations, damages, actions, causes of action, suits, losses, judgments, fines, penalties, liabilities, costs and expenses (including, without limitation, attorneys' fees, disbursements and court costs) of every kind and nature whatsoever (individually, a Claim; collectively, "Claims"), which may arise from or in any manner relate (directly or indirectly) to any breach of the terms and conditions of this Agreement, any Work performed or Services provided under this Agreement including, without limitation, defects in workmanship or materials or Contractor's presence or activities conducted on the Project (including the negligent and/or willful acts, errors and/or omissions of Contractor, its principals, officers, agents, employees, vendors, suppliers, consultants, subcontractors, anyone employed directly or indirectly by any of them or for whose acts they may be liable or any or all of them). 9.4 Notwithstanding the foregoing, nothing herein shall be construed to require Contractor to indemnify the Indemnified Parties from any Claim arising from the sole negligence or willful misconduct of the Indemnified Parties. Nothing in this indemnity shall be construed as authorizing any award of attorneys' fees in any action on or to enforce the terms of this Agreement. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by Contractor. 9.5 Contractor shall perform all Work in a manner to minimize public inconvenience and possible hazard, to restore other work areas to their original condition and former usefulness as soon as possible, and to protect public and private property. Contractor shall be liable for any private or public property damaged during the performance of the Work by Contractor or its agents. 9.6 To the extent authorized by law, as much of the money due Contractor under and by virtue of the Agreement as shall be considered necessary by City may be retained by it until disposition has been made of such suits or claims for damages as aforesaid. 9.7 The rights and obligations set forth in this Section shall survive the termination of this Agreement. 10. INDEPENDENT CONTRACTOR 10.1 It is understood that City retains Contractor on an independent contractor basis and Contractor is not an agent or employee of City. The manner and means of conducting the Work are under the control of Contractor, except to the extent they are limited by statute, rule or regulation and the expressed terms of this Agreement. No civil service status or other right of employment shall accrue to Contractor or its employees. Nothing in this Agreement shall be deemed to constitute approval for Contractor or any Ed Building Maintenance Services Page 5 3.8 of Contractor's employees or agents, to be the agents or employees of City. Contractor shall have the responsibility for and control over the means of performing the Work, provided that Contractor is in compliance with the terms of this Agreement. Anything in this Agreement that may appear to give City the right to direct Contractor as to the details of the performance of the Work or to exercise a measure of control over Contractor shall mean only that Contractor shall follow the desires of City with respect to the results of the Services. 10.2 Contractor and its representatives must submit to and pass a criminal background investigation by providing a complete set of fingerprints to City prior to commencing the Work/Services. Contractor and its representatives are required to submit any fees for the criminal background investigation according to the City's most current administrative fee schedule or successor document. Fingerprints maybe required to be updated every five (5) years. 11. COOPERATION Contractor agrees to work closely and cooperate fully with City's designated Project Administrator and any other agencies that may have jurisdiction or interest in the Work to be performed. City agrees to cooperate with Contractor on the Project. 12. CITY POLICY Contractor shall discuss and review all matters relating to policy and Project direction with City's Project Administrator in advance of all critical decision points in order to ensure the Project proceeds in a manner consistent with City goals and policies. 13. PROGRESS Contractor is responsible for keeping the Project Administrator informed on a regular basis regarding the status and progress of the Project, activities performed and planned, and any meetings that have been scheduled or are desired. 14. INSURANCE Without limiting Contractor's indemnification of City, and prior to commencement of Work, Contractor shall obtain, provide and maintain at its own expense during the term of this Agreement or for other periods as specified in this Agreement, policies of insurance of the type, amounts, terms and conditions described in the Insurance Requirements attached hereto as Exhibit C, and incorporated herein by reference. 15. PROHIBITION AGAINST ASSIGNMENTS AND TRANSFERS Except as specifically authorized under this Agreement, the Services to be provided under this Agreement shall not be assigned, transferred contracted or subcontracted out without the prior written approval of City. Any of the following shall be construed as an assignment: The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Contractor, or of the interest of any general partner or joint venturer or syndicate member or cotenant if Contractor is a partnership or joint -venture or syndicate or cotenancy, which shall result in changing the control of Ed Building Maintenance Services Page 6 3-9 Contractor. Control means fifty percent (50%) or more of the voting power or twenty-five percent (25%) or more of the assets of the corporation, partnership or joint -venture. 16. SUBCONTRACTING The subcontractors authorized by City, if any, to perform Work on this Project are identified in Exhibit A. Contractor shall be fully responsible to City for all acts and omissions of any subcontractor. Nothing in this Agreement shall create any contractual relationship between City and any subcontractor nor shall it create any obligation on the part of City to pay or to see to the payment of any monies due to any such subcontractor other than as otherwise required by law. City is an intended beneficiary of any Work performed by the subcontractor for purposes of establishing a duty of care between the subcontractor and City. Except as specifically authorized herein, the Services to be provided under this Agreement shall not be otherwise assigned, transferred, contracted or subcontracted out without the prior written approval of City. 17. OWNERSHIP OF DOCUMENTS Each and every report, draft, map, record, plan, document and other writing produced (hereinafter "Documents"), prepared or caused to be prepared by Contractor, its officers, employees, agents and subcontractors, in the course of implementing this Agreement, shall become the exclusive property of City, and City shall have the sole right to use such materials in its discretion without further compensation to Contractor or any other party. Contractor shall, at Contractor's expense, provide such Documents to City upon prior written request. 18. CONFIDENTIALITY All Documents, including drafts, preliminary drawings or plans, notes and communications that result from the Services in this Agreement, shall be kept confidential unless City expressly authorizes in writing the release of information. 19. RECORDS Contractor shall keep records and invoices in connection with the Services to be performed under this Agreement. Contractor shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any Services, expenditures and disbursements charged to City, for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Contractor under this Agreement. All such records and invoices shall be clearly identifiable. Contractor shall allow a representative of City to examine, audit and make transcripts or copies of such records and invoices during regular business hours. Contractor shall allow inspection of all Work, data, Documents, proceedings and activities related to the Agreement for a period of three (3) years from the date of final payment to Contractor under this Agreement. 20. WITHHOLDINGS City may withhold payment to Contractor of any disputed sums until satisfaction of the dispute with respect to such payment. Such withholding shall not be deemed to Ed Building Maintenance Services Page 7 3-10 constitute a failure to pay according to the terms of this Agreement. Contractor shall not discontinue Work as a result of such withholding. Contractor shall have an immediate right to appeal to the City Manager or his/her designee with respect to such disputed sums. Contractor shall be entitled to receive interest on any withheld sums at the rate of return that City earned on its investments during the time period, from the date of withholding of any amounts found to have been improperly withheld. 21. CITY'S RIGHT TO EMPLOY OTHER CONTRACTORS City reserves the right to employ other contractors in connection with the Project. 22. CONFLICTS OF INTEREST 22.1 Contractor or its employees may be subject to the provisions of the California Political Reform Act of 1974 (the "Act"), which (1) requires such persons to disclose any financial interest that may foreseeably be materially affected by the Work performed under this Agreement, and (2) prohibits such persons from making, or participating in making, decisions that will foreseeably financially affect such interest. 22.2 If subject to the Act, Contractor shall conform to all requirements of the Act. Failure to do so constitutes a material breach and is grounds for immediate termination of this Agreement by City. Contractor shall indemnify and hold harmless City for any and all claims for damages resulting from Contractor's violation of this Section. 23. NOTICES 23.1 All notices, demands, requests or approvals, including any change in mailing address, to be given under the terms of this Agreement shall be given in writing, and conclusively shall be deemed served when delivered personally, or on the third business day after the deposit thereof in the United States mail, postage prepaid, first- class mail, addressed as hereinafter provided. 23.2 All notices, demands, requests or approvals from Contractor to City shall be addressed to City at: Attn: Facilities Maintenance Supervisor Municipal Operations Department City of Newport Beach 100 Civic Center Drive PO Box 1768 Newport Beach, CA 92658 23.3 All notices, demands, requests or approvals from City to Contractor shall be addressed to Contractor at: Attn: Billie Alexander Ed Building Maintenance Services 23535 Palomino Drive #249 Diamond Bar, CA 91765 Ed Building Maintenance Services Page 8 3-11 24. CLAIMS Unless a shorter time is specified elsewhere in this Agreement, before making its final request for payment under this Agreement, Contractor shall submit to City, in writing, all claims for compensation under or arising out of this Agreement. Contractor's acceptance of the final payment shall constitute a waiver of all claims for compensation under or arising out of this Agreement except those previously made in writing and identified by Contractor in writing as unsettled at the time of its final request for payment. Contractor and City expressly agree that in addition to any claims filing requirements set forth in the Agreement, Contractor shall be required to file any claim Contractor may have against City in strict conformance with the Government Claims Act (Government Code sections 900 et seq.). 25. TERMINATION 25.1 In the event that either party fails or refuses to perform any of the provisions of this Agreement at the time and in the manner required, that party shall be deemed in default in the performance of this Agreement. If such default is not cured within a period of two (2) calendar days, or if more than two (2) calendar days are reasonably required to cure the default and the defaulting party fails to give adequate assurance of due performance within two (2) calendar days after receipt of written notice of default, specifying the nature of such default and the steps necessary to cure such default, and thereafter diligently take steps to cure the default, the non -defaulting party may terminate the Agreement forthwith by giving to the defaulting party written notice thereof. 25.2 Notwithstanding the above provisions, City shall have the right, at its sole and absolute discretion and without cause, of terminating this Agreement at any time by giving no less than seven (7) calendar days' prior written notice to Contractor. In the event of termination under this Section, City shall pay Contractor for Services satisfactorily performed and costs incurred up to the effective date of termination for which Contractor has not been previously paid. On the effective date of termination, Contractor shall deliver to City all reports, Documents and other information developed or accumulated in the performance of this Agreement, whether in draft or final form. 26. LABOR 26.1 Contractor shall conform with all applicable provisions of state and federal law including, but not limited to, applicable provisions of the federal Fair Labor Standards Act ("FLSA") (29 USCA § 201, et seq.). 26.2 Contractor shall comply with all applicable provisions of the California Labor Code, including the Displaced Janitors Opportunity Act (Labor Code §§1060-1065). 26.3 Whenever Contractor has knowledge that any actual or potential labor dispute is delaying or threatens to delay the timely performance of this Agreement, Contractor shall immediately give written notice to City, and provide all relevant information. 26.4 Contractor represents that all persons working under this Agreement are verified to be U.S. citizens or persons legally authorized to work in the United States. Ed Building Maintenance Services Page 9 3-12 26.5 To the fullest extent permitted by law, Contractor shall indemnify, defend, and hold harmless City, its City Council, boards and commissions, officers, agents, volunteers, and employees from loss or damage, including but not limited to attorneys' fees, and other costs of defense by reason of actual or alleged violations of any applicable federal, state and local labor laws or law, rules, and/or regulations. This obligation shall survive the expiration and/or termination of the Agreement. 27. STANDARD PROVISIONS 27.1 Recitals. City and Contractor acknowledge that the above Recitals are true and correct and are hereby incorporated by reference. 27.2 Compliance with all Laws. Contractor shall, at its own cost and expense, comply with all statutes, ordinances, regulations and requirements of all governmental entities, including federal, state, county or municipal, whether now in force or hereinafter enacted. In addition, all Work prepared by Contractor shall conform to applicable City, county, state and federal laws, rules, regulations and permit requirements and be subject to approval of the Project Administrator and City. 27.3 Waiver. A waiver by either party of any breach, of any term, covenant or condition contained herein shall not be deemed to be a waiver of any subsequent breach of the same or any other term, covenant or condition contained herein, whether of the same or a different character. 27.4 Integrated Contract. This Agreement represents the full and complete understanding of every kind or nature whatsoever between the parties hereto, and all preliminary negotiations and agreements of whatsoever kind or nature are merged herein. No verbal agreement or implied covenant shall be held to vary the provisions herein. 27.5 Conflicts or Inconsistencies. In the event there are any conflicts or inconsistencies between this Agreement and the Scope of Services or any other attachments attached hereto, the terms of this Agreement shall govern. 27.6 Interpretation. The terms of this Agreement shall be construed in accordance with the meaning of the language used and shall not be construed for or against either party by reason of the authorship of the Agreement or any other rule of construction which might otherwise apply. 27.7 Amendments. This Agreement may be modified or amended only by a written document executed by both Contractor and City and approved as to form by the City Attorney. 27.8 Severability. If any term or portion of this Agreement is held to be invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement shall continue in full force and effect. 27.9 Controlling Law and Venue. The laws of the State of California shall govern this Agreement and all matters relating to it and any action brought relating to this Agreement shall be adjudicated in a court of competent jurisdiction in the County of Orange, State of California. Ed Building Maintenance Services Page 10 3-13 27.10 Equal Opportunity Employment. Contractor represents that it is an equal opportunity employer and it shall not discriminate against any subcontractor, employee or applicant for employment because of race, religious creed, color, national origin, ancestry, physical handicap, medical condition, marital status, sex, sexual orientation, age or any other impermissible basis under law. 27.11 No Attorneys' Fees. In the event of any dispute or legal action arising under this Agreement, the prevailing party shall not be entitled to attorneys' fees. 27.12 Counterparts. This Agreement may be executed in two (2) or more counterparts, each of which shall be deemed an original and all of which together shall constitute one (1) and the same instrument. [SIGNATURES ON NEXT PAGE] Ed Building Maintenance Services Page 11 3-14 IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the dates written below. APPROVED AS TO FORM: CITY ATTORNEY'S OFFICE Date: By: Aaron C. Harp UWJ 0 -S -IS City Attorney ATTEST: Date: in Leilani I. Brown City Clerk CITY OF NEWPORT BEACH, a California municipal corporation Date: BV: Marshall "Duffy" Duffield Mayor CONTRACTOR: Ed Building Maintenance Services, a California general partnership Date: BV: Billie Alexander Partner Date- By- Ann ate: By:Ann Alexander Partner [END OF SIGNATURES] Attachments: Exhibit A — Scope of Services Exhibit B — Schedule of Billing Rates Exhibit C — Insurance Requirements Ed Building Maintenance Services Page 12 3-15 EXHIBIT A SCOPE OF SERVICES Ed Building Maintenance Services Page A-1 3-16 SCOPE OF SERVICES DUTIES AND RESPONSIBILITIES DESCRIPTION OF PROJECT o Furnish all labor, tools, expendable equipment, materials, transportation services necessary for restroom portering and paper product delivery as described herein, including, but not limited to, the following routine, recurring, or usual janitorial or custodial services: ■ Delivering paper goods to locations specified herein; • Keeping all restrooms clean and presentable; and ■ Reporting any facility repairs required at the locations to City. CONTRACTOR DUTIES & RESPONSIBILITIES Paper Product Delivery o Deliver paper product to locations identified in "Locations For Paper Product Delivery and Schedule" set forth below. Portering o Fill all paper dispensers. o Fill all soap dispensers. o Empty trash containers and replace liners as needed. o Keep all restrooms clean and presentable. o Remove urinal/toilet clogs. o Litter pick the surrounding area so that the outside perimeter of each restroom facility shall be kept clean and presentable. o Remove graffiti. o Report any and all plumbing, flooding, and electrical issues to City staff immediately. o Close and lock restrooms during drain backups or other issues requiring closure, and direct visitors to the next closest facility. "Out of service" or similar signage shall be put in place where necessary. o Provide transportation for crew(s) to multiple locations throughout each day with "Under Contract with the City of Newport Beach" or similar signage on display in or on vehicle. o Provide mops, brooms, standing dust pans and cleaning products and materials. Unless otherwise specified, provide all other relevant supplies and materials 3-17 related to the requested services. Mop water shall be emptied properly after each cleaning. Pipe chase shall be clean and organized. o Perform all related routine, recurring or usual duties as directed by City's Project Administrator. • MINIMUM PERSONNEL REQUIREMENTS o The work force shall include a thoroughly skilled, experienced, and competent supervisor who shall be responsible for adherence to the specifications expressed within this Scope of Services. All supervisory personnel must be able to communicate effectively in English (both orally and in writing). Any order given to supervisory personnel shall be delivered to the Contractor. The supervisor assigned must be identified by name to ensure coordination and continuity. o At a minimum, Contractor shall provide up to eight (8) staff members — seven (7) Janitors and one (1) Supervisor. • Minimum Attendance: up to eight (8) hours per day, seven (7) days per week (subject to change based upon need per City's Project Administrator). ■ Holiday Weekends: up to ten (10) hours per day on holiday weekends (subject to change based upon need). o Crews shall be formed so as to perform duties at multiple locations. Each crew may have up to several locations to monitor. o Contractor shall provide at least one (1) female per crew to perform duties in Women's restrooms. o At least one (1) staff member at each location must also be able to communicate to the public effectively in English. o Contractor shall provide replacements the same day where available. o Persons employed by the Contractor who are found not to be satisfactory by the City shall be discharged or reassigned by the Contractor on fifteen (15) days notice from the City. o The City reserves the right to increase minimum staffing to provide the Services to the locations identified in this Agreement. OTHER CONTRACTOR PERSONNEL REQUIREMENTS o Contractor's supervisor shall contact City's Project Administrator or designee daily to provide updates. o Field staff shall perform all duties responsibly and effectively. o Field supervisor shall drop off empty cardboard boxes to City's Corporation Yard following the end of the shift. 3-18 o All staff shall wear appropriate attire, consisting of pants or shorts with company shirts. Any item of clothing with any form of offensive language or imagery is not allowed. o Staff shall not use cell phones for reasons other than business while on duty. Staff shall not smoke while on duty. o Contractor shall ensure that it schedules its personnel so as to have at least one individual on duty at all times. Contractor's personnel shall not be deemed to be rendering Services to the City during periods when they are on break. • CITY DUTIES & RESPONSIBILITIES o City's Project Administrator or his/her designee shall work with Contractor's supervisory personnel in establishing schedules and locations of work. o City shall only be required to provide paper products as related to the requested services. o City reserves the right to request changes in staffing levels based upon need. • LOCATIONS FOR PORTERING SERVICES o The locations for portering services are the City facilities at the locations listed below and may change depending on City's need. Any alterations, modifications or deviations from the Work shall be subject to the prior written approval of the City. Any price adjustments shall be made by mutual consent of the parties. Newport Pier 15th Street Balboa Pier Washington Street Balboa Island (Island Ferry & Fire Station) Corona Del Mar State Beach Little Corona/Buck Gully Orange & 56th Street Marina Park Lighthouse 19th Street 71 Newport Pier 1501 West Oceanfront 801 East Oceanfront 208 Washington St. Agate @ South Bay Front 3001 Ocean Blvd 214 Glen Dr. 6804 Seashore Dr. 1600 W Balboa Blvd 226 19th St • LOCATIONS FOR PAPER PRODUCT DELIVERY AND SCHEDULE o Frequency: one time per week for facilities and three times per week for public restrooms. o Approximate amounts: nine (9) product types with several cases of each product delivered per month. Product types include the below and substantially similar items: Acclaim toilet paper jumbo rolls Soft plus toilet paper Clear Tone hand soap Lotion hand soap 3-19 Trash can liners Big -Z paper towels Single fold paper towels Toilet seat covers Joy dish soap o Locations: five (5) facilities and twenty-four (24) public restrooms: Public Restrooms Arroyo Park 1411 Bayswater Dr Balboa Island Ferry Agate @ South Bay Front Balboa Pier 801 East Oceanfront Bob Henry Park 900 Dover Dr Bonita Canyon Sports Park Westside 1641 Ford Rd Bonita Canyon Sports Park Midpark 1880 Ford Rd Bonita Canyon Sports Park Eastside 1990 Ford Rd Buck Gully 214 Glen Dr Channel Place Park 4400 Channel PI Coastal Peak Park 20403 East Coastal Peak Corona Del Mar State Beach 3001 Ocean Blvd CYC Tennis Court 3000 Fifth Ave Irvine Terrace Park 721 Evita Dr. East bluff Park 2401 Vista del Oro Mariners Park 2005 Dover Dr Marina Park Lighthouse 1600 W Balboa Blvd Newport Pier 71 Newport Pier Orange Street 6804 Seashore Dr Port Carney 1910 Port Carney Port Westbourne 1891 Port Westbourne San Miguel Park 2200 San Miguel Drive Sunset Ridge Park 4850 West Coast Highway Washington Street 208 Washington St 15th Street 1501 West Oceanfront 19th Street 226 19th St 38th Street 3600 Balboa Blvd 58th Street 5800 Seashore Dr Facilities Balboa yacht basin 829 Harbor Island Drive Back Bay Science Center 600 Shellmaker Rd City Hall 100 Civic Center Dr. General Services 592 Superior Ave Utilities 949 West 16th Street 3-20 • WORKING HOURS o Portering Schedule • May — September (Start/end dates may be changed by City based upon need) • 11:OOAM — 7:OOPM, Monday — Sunday • 10:OOAM — 8:OOPM, Saturday — Sunday (As needed on holiday weekends) o Paper Delivery Schedule ■ Year Round • Normal working hours shall be between the hours of 7:00 a.m. and 4:00 p.m., Monday through Friday. No Saturday or Sunday work is to be scheduled without prior written permission from the City. o Holidays shall be based on the list of Federally recognized Holidays, and shall include the following Summer Holidays: ■ Memorial Day ■ Independence Day ■ Labor Day • SAFETY REQUIREMENTS o All work performed under this Agreement shall be performed in such a manner as to provide maximum safety to the public and where applicable comply with all safety standards required by CAL -OSHA. The City reserves the right to issue restraint or cease and desist orders to the Contractor when unsafe or harmful acts are observed or reported relative to the performance under this Agreement. All contractor employees shall have access to a W.A.T.C.H. (Work Area Traffic Control Handbook) at all times. 3-21 EXHIBIT B SCHEDULE OF BILLING RATES Ed Building Maintenance Services Page B-1 3-22 ATTACHMENT B BILLING RATES 3-23 Per Hour / per Restroom Portering Services $ 19.00 person (for Services that are provided) Flat Rate Paper Product Delivery $ 2,500.00 per month (for delivery to all locations) 3-23 AMWI0I INSURANCE REQUIREMENTS — MAINTENANCE/REPAIRMANITORIAL SERVICES 1. Provision of Insurance. Without limiting Contractor's indemnification of City, and prior to commencement of Work, Contractor shall obtain, provide and maintain at its own expense during the term of this Agreement, policies of insurance of the type and amounts described below and in a form satisfactory to City. Contractor agrees to provide insurance in accordance with requirements set forth here. If Contractor uses existing coverage to comply and that coverage does not meet these requirements, Contractor agrees to amend, supplement or endorse the existing coverage. 2. Acceptable Insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance in the State of California, with an assigned policyholders' Rating of A- (or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of Best's Key Rating Guide, unless otherwise approved by the City's Risk Manager. 3. Coverage Requirements. A. Workers' Compensation Insurance. Contractor shall maintain Workers' Compensation Insurance, statutory limits, and Employer's Liability Insurance with limits of at least one million dollars ($1,000,000) each accident for bodily injury by accident and each employee for bodily injury by disease in accordance with the laws of the State of California, Section 3700 of the Labor Code. Contractor shall submit to City, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of City, its City Council, boards and commissions, officers, agents, volunteers and employees. B. General Liability Insurance. Contractor shall maintain commercial general liability insurance and, if necessary, umbrella liability insurance, with coverage at least as broad as provided by Insurance Services Office form CG 00 01, in an amount not less than one million dollars ($1,000,000) per occurrence, two million dollars ($2,000,000) general aggregate. The policy shall cover liability arising from premises, operations, products -completed operations, personal and advertising injury, and liability assumed under an insured contract (including the tort liability of another assumed in a business contract). C. Automobile Liability Insurance. Contractor shall maintain automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of Contractor arising out of or in connection with Work to be performed under this Agreement, including coverage for any owned, hired, non -owned or rented Ed Building Maintenance Services Page C-1 3-24 vehicles, in an amount not less than one million dollars ($1,000,000) combined single limit each accident. 4. Other Insurance Requirements. The policies are to contain, or be endorsed to contain, the following provisions: A. Waiver of Subrogation. All insurance coverage maintained or procured pursuant to this Agreement shall be endorsed to waive subrogation against City, its City Council, boards and commissions, officers, agents, volunteers and employees or shall specifically allow Contractor or others providing insurance evidence in compliance with these requirements to waive their right of recovery prior to a loss. Contractor hereby waives its own right of recovery against City, and shall require similar written express waivers from each of its subcontractors. B. Additional Insured Status. All liability policies including general liability, products and completed operations, excess liability, pollution liability, and automobile liability, if required, shall provide or be endorsed to provide that City, its City Council, boards and commissions, officers, agents, volunteers and employees shall be included as insureds under such policies. C. Primary and Non Contributory. All liability coverage shall apply on a primary basis and shall not require contribution from any insurance or self-insurance maintained by City. D. Notice of Cancellation. All policies shall provide City with thirty (30) calendar days notice of cancellation (except for nonpayment for which ten (10) calendar days notice is required) or nonrenewal of coverage for each required coverage. 5. Additional Agreements Between the Parties. The parties hereby agree to the following: A. Evidence of Insurance. Contractor shall provide certificates of insurance to City as evidence of the insurance coverage required herein, along with a waiver of subrogation endorsement for workers' compensation and other endorsements as specified herein for each coverage. Insurance certificates and endorsement must be approved by City's Risk Manager prior to commencement of performance. Current certification of insurance shall be kept on file with City at all times during the term of this Agreement. City reserves the right to require complete, certified copies of all required insurance policies, at any time. B. City's Right to Revise Requirements. City resery during the term of the Agreement to change the insurance required by giving Contractor sixty (60) written notice of such change. If such Chang ees the right at any time amounts and types of calendar days advance results in substantial Ed Building Maintenance Services Page C-2 3-25 additional cost to Contractor, City and Contractor may renegotiate Contractor's compensation. C. Right to Review Subcontracts. Contractor agrees that upon request, all agreements with subcontractors or others with whom Contractor enters into contracts with on behalf of City will be submitted to City for review. Failure of City to request copies of such agreements will not impose any liability on City, or its employees. Contractor shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Contractor shall ensure that City is an additional insured on insurance required from subcontractors. For CGL coverage, subcontractors shall provide coverage with a format at least as broad as CG 20 38 04 13. D. Enforcement of Aqreement Provisions. Contractor acknowledges and agrees that any actual or alleged failure on the part of City to inform Contractor of non-compliance with any requirement imposes no additional obligations on City nor does it waive any rights hereunder. E. Requirements not Limiting. Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. If the Contractor maintains higher limits than the minimums shown above, the City requires and shall be entitled to coverage for higher limits maintained by the Contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City. F. Self-insured Retentions. Any self-insured retentions must be declared to and approved by City. City reserves the right to require that self-insured retentions be eliminated, lowered, or replaced by a deductible. Self- insurance will not be considered to comply with these requirements unless approved by City. G. City Remedies for Non -Compliance. If Contractor or any subcontractor fails to provide and maintain insurance as required herein, then City shall have the right but not the obligation, to purchase such insurance, to terminate this Agreement, or to suspend Contractor's right to proceed until proper evidence of insurance is provided. Any amounts paid by City shall, at City's sole option, be deducted from amounts payable to Contractor or reimbursed by Contractor upon demand. H. Timely Notice of Claims. Contractor shall give City prompt and timely notice of claims made or suits instituted that arise out of or result from Contractor's Ed Building Maintenance Services Page C-3 3-26 performance under this Agreement, and that involve or may involve coverage under any of the required liability policies. City assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve City. I. Contractor's Insurance. Contractor shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the Work. Ed Building Maintenance Services Page C-4 3-27